In order to approve a requisition or purchase order in Data Plus, the user must first be set up in the Staff file and have an approval limit set in the Req/PO Approval Limits table.
1. Creating a Staff Record
The first step in creating a staff record is to go into Asset Module Table>Staff (The Asset Module Table can be reached through either Main Menu>File>Maintenance/Lists, or Assets>Purchasing>File Maintenance, or Assets>Inventory>File Maintenance.) When the following screen comes up, click on ‘New’
The following screen will appear.
Fill in the fields as described below:
Staff ID: User ID to be used to identify who created Req/PO. The user does not
have to have an actual Data Plus user ID. For example: if purchasing
clerks all sign in using the same Data Plus user ID, the staff ID will
distinguish one from the other.
Title: Staff person’s title. This is an optional field
First Name: The staff person’s first name. This field is required
Last Name: The staff person’s last name. This field is required
Buyer?: Is this person considered to be a buyer for products/services?
Dispatcher?: Only available in Work Order.
Requisitioner?: Is this person allowed to create requisitions?
Active?: Is this a current staff member?
Bill To Code: This is an optional field. If this user’s purchase orders are all billed
to the same place, the default can be entered here. This saves time
when creating
the
Ship To Code: This is an optional field. If this user’s purchase orders are all shipped
to the same place, the default can be entered here. This saves time
when creating
the
Property ID: Only available in multi-property databases. If this user only orders for
a single property, that property ID may be entered here.
Department No: This is an optional field. If this user only orders for one department, that
department number may be entered here. It can also be overridden when
creating
Storeroom: This is an optional field. If this user’s orders are all shipped to the same
storeroom, the storeroom ID may be entered here. It can also be
overridden
when creating
Type: This will default to I (Inventory Storeroom)
Send Email? Will this user be sending emails as
notification that there is a
Requisition to be approved?
Use Outlook? Does the system use Microsoft Outlook?
Phone: Staff person’s phone number. This is an optional field used as
reference only.
Fax: Staff person’s fax number. This is an optional field used as
reference only.
Building/Office: Physical location of Staff person. This is an optional field used
as reference only.
E-Mail Address: Required if Staff person is to be using
email for notifications of
and Requisition approvals.
Auth Login: Only available/necessary if email system being used requires an
authentication login.
Auth Password: Only available/necessary if email system being used requires an
authentication password.
When all fields are filled in, click ‘Save,’ then ‘Exit.’
(Note: If Payroll is installed, departments are set up in Payroll. This tech note covers setting up departments in Purchasing, Payroll not installed.)
2. Creating Req/PO Approval Table
To set up a user in the Req/PO Approval Limits table, go to Purchasing > File Maintenance/Lists > Req/PO Approval Limits. Click ‘New’
The following screen will appear:
Enter the department number and description. Click ‘Save’. The new department is created.
To create the Req/PO Approval Limit table for this department, click ‘New’ and fill in the fields as described below:
Staff ID : Using the drop-down arrow, choose the Staff ID to be added to
the Req/PO Approval Limits table. Please note, these are only
actual Data Plus user I.D.s, not people created in the Staff file.
This is how approvals are controlled.
Name: This will default in from the Staff ID chosen above.
Approval Limit: How high is the limit for this user?
Edit Other? Is this user allowed to edit other users’ Requisitions/P.O.s?
Valid Through: This is an optional field. A date can be entered to stop a
user’s approval rights.
When all fields are filled, click ‘Save.’
The user will be added to the table as shown below:
To delete a Staff ID, highlight it on the left and press ‘Delete’.
If there are any
questions, please contact Data Plus Support.